Appeals Court Judicial Secretary

Title: Judicial Secretary Series - Appeals Court

Starting Pay: $63,087.18

MISSION STATEMENT OF THE MASSACHUSETTS APPEALS COURT

The Appeals Court is committed to doing justice under the law by rendering thoughtful, well reasoned appellate decisions in a timely and efficient manner, treating all those who come before the court fairly and impartially.

Note: This posting will remain open until filled

Position Summary:Judicial Secretaries perform legal and administrative services to the Appeals Court and report directly to the Operations Manager who will assign them to serve the court in a variety of ways, such as: assisting the justices, providing administrative support for senior managers, and serving on various court committees/task forces. Employees appointed to this position must be flexible, dependable, and responsible in order to meet deadlines and the needs of the various offices of the Appeals Court. Judicial Secretaries may be assigned to support 3 or more Appeals Court Justices daily. While the position is a permanent, full-time position at the court, the judicial assignments may be temporary, short-term, or long-term assignments.

ORGANIZATIONAL LEVELS:

Appeals Court Judicial Secretary I - This is the entry level position title. Employees at this level are expected to perform a variety of confidential, legal, and administrative duties for one or more Justices. (Grade 15)

Appeals Court Judicial Secretary II - This is the second level position title. Employees at this level are expected to perform higher level word processing and administrative support functions and to provide technical support to other personnel. (Grade 16)

Supervision Received:Receives moderate supervision from the Justices and daily oversight and supervision from the Operations Manager in performing relatively standardized, but not always routine, tasks. Independent judgment and initiative may be required to choose alternative methods to develop tentative solutions to problems in order to manage work and complete assignments from multiple sources accurately and in a timely manner.

Duties:

Appeals Court Judicial Secretary I - Types judicial orders and opinions for the Justice(s); maintains such documents in a database; distributes drafts of decisions for internal review; and prepares decisions for publication and release by proofreading and circulating decisions to the Justices and proper officials.

Transcribes dictation from a Dictaphone, micro-cassette, or digital wave pedal.

Proofreads all typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).

Prepares correspondence and administrative letters for Justice(s)' review and signature.

Prepares travel and lodging expenses and processes vouchers reimbursements for the Justices.

When necessary, screens visitors, telephone calls, and answers inquiries; occasionally takes messages or refers messages to appropriate personnel.

Operates a variety of office equipment, including a personal computer with a variety of software applications (i.e., document management systems, word processing, e-mail), dictating equipment, photocopier, scanner, calculator, and fax machine.

Digitally manages case files consisting of briefs, records of lower court proceedings, transcripts, and exhibits for each case before the Justices. This includes tracking and reviewing open motions/referred to panel filings.

Maintains the law library, submits office supply requests, and when necessary, manages the Justices' calendars.

Provides office coverage during lunch periods and at other times when necessary.

Performs related administrative duties as required.

Assists in preparing decisions for publication and release by proofreading, confirming grammar and terminology usage, assuring consistency with case files, inserting half-sheet information into opinions, maintaining a list of pseudonyms for adoption cases, duplicating, circulating, distributing, and delivering decisions to Justices and proper officials.

Appeals Court Judicial Secretary II - Performs all of the duties of the lower level position in this series as required, and in addition is cross-trained to prepare monthly expenditure reports and other documents; is able to use the appellate court case management system; is thoroughly familiar with the appellate court document management system (i.e., Livelink); serves in a lead capacity, providing technical assistance and advice to other personnel on policies and practices; is able to provide assistance as backup or substitute for any other judicial secretary; may compose correspondence for Justice's review and signature; may train staff in use of word processing and document management systems, troubleshoot related problems and attend user group meetings; may assist in maintaining library; may perform special projects as directed by Justices or other senior management staff.

Minimum Requirements: Ability to speak, write, and follow verbal and written instructions.

Ability to work cooperatively with other employees of the Appeals Court and to communicate with the general public and handle sensitive matters on a confidential basis.

Formal or other education and training and five or more years of experience as a legal or judicial secretary is required.

Extensive knowledge of contemporary office methods, practices, technology, and equipment, including a computer, dictating equipment, photocopier, and fax machine. Judicial Secretaries must be proficient in Microsoft Office Software and Windows.

Demonstrate a high degree of skill and accuracy in a demanding environment and knowledge of legal terminology, writing style, and research and considerable knowledge of appellate court operations, procedures, and legal citation and working knowledge of Appeals Court policies and procedures.

This is a full-time position requiring 37.5 hours per week during the hours of 8:30 a.m. - 4:30 p.m. This position is primarily assigned to the John Adams Courthouse. Hybrid remote work is available after a required probationary period.

Notes: WORKING CONDITIONS

Work is performed in an office or similar indoor environment. The Appeals Court's physical offices and courtrooms are in Boston at the John Adams Courthouse. The Appeals Court has a remote work policy under which employees may be allowed to work remotely for part of their weekly schedule.

CLASSIFICATION AND SALARY:

Appeals Court Judicial Secretary Series: starts at a Grade 15, Step 1 and continues to a Grade 16, Step 8, OPEIU Local 6 Salary Schedule.

HOW TO APPLY: If you are not currently viewing this posting online, please visit the Judicial Branch website at www.mass.gov/courts/iobs to apply for this Appeals Court position. Applications are submitted electronically. Paper applications will not be accepted.

Employment is contingent upon passage of a criminal record check. Because of the anticipated volume of applications, the Appeals Court will contact only those individuals who are selected for an interview.

SPECIAL NOTE: By statute, employees of the Massachusetts Judicial Branch must be Massachusetts residents. Employment is contingent upon passage of a criminal record check.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The Massachusetts Appeals Court is an Affirmative Action/Equal Opportunity employer and provides equal opportunity in state employment to all persons. No person shall be denied equal access because of race, creed, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, pregnancy, military or veteran status, physical/mental disability; or genetic information.

The Appeals Court seeks out, welcomes, and encourages applicants of diverse backgrounds, experiences, and viewpoints.

Closing Date/Time: 2023-12-07